The mileage reimbursement feature is available with the Expense management Add-on
Mileage reimbursement allows team members to request or submit reimbursements when they incur expenses using personal vehicles for work-related travel. Reimbursement requests can be approved by Owners, Admins, and Advanced Managers with transfer permissions.
How do I know when a mileage reimbursement request has been submitted?
Owners, Admins, and Advanced Managers roles with the transfer permissions activated receive an email and mobile notification as soon as a request has been submitted.
Learn more about how to customize Qonto’s notifications.
How can I approve or decline a mileage reimbursement request?
On desktop 💻
-
Select the Team expenses section on the left
-
Click on Reimbursement, then select any mileage request
-
Approve the request or Reject it, including a reason for rejection.
On Mobile📱
-
Open the Qonto App on your device
-
Tap Requests, then select the Mileage request
- Tap Pay by transfer to approve the request or tap Reject, including a reason for the rejection.
Once the Mileage reimbursement request has been approved, the requestor will receive an instant reimbursement.
💡 The reimbursement amount is filled automatically based on the pre-defined rates in Qonto’s calculation system, using the location and vehicle details provided by the requester. They cannot manually add or edit the amount.
All reimbursement requests can be part of a customizable approval workflow. Please visit How to customize workflow approval for transfer and reimbursement requests? to find out more about multi-layer approval workflows to maintain control over large amounts to reimburse or pay with configurable approvals.
As an Owner, Admin, or Advanced Manager with the transfer permissions enabled, how do I get reimbursed for an expense I paid with my own money?
To get reimbursed for a business mileage expense, Owners, Admins, or Advanced Managers with transfer permissions can follow the same procedure as above by approving their own submissions. They will then receive the reimbursement via an instant transfer.